Office Coordinator - Police

EFFECTIVE DATE:

NOVEMBER 2024

OFFICE COORDINATOR - POLICE

DEPARTMENT: POLICE

JOB CLASSIFICATION: FULL-TIME

SAFETY SENSITIVE: NO

TECHNET # 770

PAY GRADE 4

PAY GRADES LINK

GENERAL PURPOSE

Under general supervision of the Administrative Lieutenant and direct supervision of the Executive Assistant. This employee performs entry-level office duties for the Spanish Fork City Police Department.

ESSENTIAL FUNCTIONS

• Greets visitors, answers phone and forwards calls in a pleasant and courteous manner

• Regularly checks voicemail, retrieves messages and ensures they are accurately distributed to the appropriate staff or department without delay, maintaining confidentiality as necessary.

• Courteously directs visitors to appropriate office personnel without delay

• Receives incoming mail, sorts it by department or recipient, and ensures timely distribution.

• Ensures that sensitive or confidential records are properly secured in compliance with city policies. Protects the integrity of records and maintains confidentiality.

• Provides radio dispatch services to all Spanish Fork public safety services

• Conducts fingerprinting for citizens, following proper procedures and ensuring accuracy.

• Assists in the preparation and tracking of warrants and paper services, ensuring all legal documents are processed in a timely and accurate manner.

• Provides secretarial support to the department, including typing documents, filing records, and maintaining organized and accessible files.

• Receives payments from citizens, ensuring accurate documentation.

• Supports the department's communication efforts by helping post and update information on social media platforms.

• Works closely with the Department Secretary, providing support on various tasks as needed to help maintain efficient office operations.

• Must be able to meet attendance and punctuality requirements for this position. Must abide by all city policies and procedures. Must work well with others and be a team player
• Performs other related duties as assigned

POSITION QUALIFICATIONS

Education and Experience

• Graduation from high school with two (2) years of experience as a secretary or any equivalent combination of education and experience.
• Ability to learn Spillman Report Management System

Necessary Knowledge, Skills, and Abilities

• Knowledge of telephone answering procedures, working knowledge of record keeping, basic accounting skills such as payments, deposits and billing, filing and office practices, some knowledge of criminal procedures, general knowledge of police procedures and dispatching.
• Working knowledge of word processing, Excel and typing
• Working knowledge of Google and its programs
• Familiar with social media platforms (Facebook, X, Instagram)
• Ability to establish working relationships with other employees
• Ability to solicit information needed to complete reports
• Ability to deal with individuals in adverse and stressful situations

Special Requirements

• Must successfully train and pass tests associated with Utah Criminal Justice Information System

Applicant will be required to submit to a criminal background check and drug test